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Appogee HR: CSV Upload Guide


A CSV file is a type of file which is used to store tabular data. To use this tool, it's best if you have a spreadsheet software such as Google Sheets or Microsoft Excel to fill out the template.



CSV Upload


To upload your users by CSV go to Add Employee > Import from CSV. 


Download the template of the CSV and input the data about your employees. The CSV tool will only import a maximum of 100 users at once. If you are looking to import more than 100 users you will have to do this in stages. The Template will map the data in each column with the fields in Appogee HR to create an employee's profile. The template has the following titles: 



Those marked with asterisks are mandatory.


Mandatory ColumnsOptional Columns
Employee Email AddressTeam Name
Employee First NameLeave Profile
Employee Last NameStart Date

Job Title

Access to Leave/HR/Goals




NOTE: it's not possible to create Teams or Leave Profiles using the CSV import tool, so these will need to be created before you initiate an upload. 


When you've filled out the CSV template, make sure to save a copy as .csv file, upload it using the Upload & Import button. The system will validate the CSV file and look for any discrepancies or errors. 



Once validated, the next page will give you a summary of the upload - how many users the tool has found on the CSV file, any users with validation errors and users you are able to import. 


If there are errors which can't be fixed by the tool, the user is marked as 'Not Importable' and shown with a red cross next to their name. The errors column will detail why this is. To fix these errors, you will need to go back to the CSV and change the file itself and re-upload. You can continue with the import if there is 1 or more user who does not have any errors. You may wish to continue now or go back and fix the errors. 



Errors which deem users are not importable are as follows: 

Missing Email Address

Missing First Name

Missing Last Name

Email Address is already taken by another user in the system

Email Address domain has not been verified


Some issues can be fixed on the next page, the users will be marked as Importable and will be shown with a Green Tick and comments in the Comments Column. 


Fixable issues are as follows: 

Team missing 

Team does not exist/is not recognised

Leave Profile missing

Leave Profile does not exist/is not recognised

Job Title Missing 

Start Date Missing

Access Leave/HR/Goals is missing 

Access Leave/HR/Goals is not 'Y' or 'N'



If at least 1 user is importable, you will be able to click Continue and go to the next page. 


Assign Team


The next step is to Assign Employees to their Team and Leave Profile. If you input this information in the CSV template already, this page can just be used to check if it's all correct. Make changes by clicking the pencil icon.


Select Teams and Leave Profiles using the dropdowns.



If you have a large number of people in one Team or Leave Profile, you are able to use the buttons to assign them all at once. Select the users by ticking the boxes on the left and then click either Assign Team or Assign Leave Profile.



A pop-up will appear where you can choose the Team or Leave Profile from the dropdown and then click OK. 


When all users have been assigned a Team and Leave Profile, click Next.


Profile


Optionally add employees' Job Titles and Start Dates. 


This can be completed later, however it is advised that correct start dates are added for employees as this will aid the leave calculations for them. 


If the employee has a start date which falls in the current Leave Year and you have the Pro-Rata formula enabled, you will see that their allowance changes to accommodate this. 



When you're happy with the changes on this page, click Next. 



Configure Login


Choose whether the employees have access to login straight away or activate their log in at a later date. You can also optionally send a Welcome Email, which will invite them to log in. If you choose not to enable login or send a Welcome Email, you can do this another time from Roles & Access. 




Once you're happy with the changes on this page, click Next. You will see a dialog asking you to confirm if you're happy to import your users. Once done your employees will then be added to the system. 



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